Learning Lab Administrative Assistant

Assistant to the Director of Teaching & Learning and the Director of Analytics, Innovation, & Research in the administrative routines of the department, the management of professional development processes for faculty, and the management of the Learning Lab.
Teaching and Learning:
Manage professional learning process that includes: to oversee approval process, make registrations and enrollments, make travel arrangements (flights, hotels, etc), expenses reimbursements, manage balance of individual professional learning budgets;
Organization of facilities and materials for school wide professional learning and meetings, including -Presentations to high administration;
Manage the Learning Lab office: request maintenance, cleaning and tech support.
Manage the Director of Teaching & Learning calendar.
Control the department budget throughout the year, request overbudgets as needed and support the development of the next school year´s budget.
Manage textbooks: order new titles and replacement copies, check in and check out copies to students and teachers, manage fines and cost replacement charges. Catalog new titles and Inventory the depository. Work with librarians teachers and Principals to schedule deliveries and returns for classes.
Manage the professional Learning Library: buying new titles, receiving and organizing. Check in and check out resources.
Assist with external Learning Lab communications/social media, such as the Learning Lab social media accounts and blog.
Assist the curriculum coordinators and coaches with creating and preparing materials for professional learning.
Analytics, Innovation and Research:
Intermediate communication between families and OLS specialist regarding testing and evaluations.
Schedule testing and check documentation and authorizations.
Assist with the development of internal surveys.
Both areas:
Manage all Learning Lab purchasing and accounting logistics process according to Graded's internal procedures (eg, Microsiga) and ensuring all payments are resolved on time.;
Assist both Directors of the Learning Lab in planning and hosting professional learning events, as well as managing registrations, payments, flight tickets and other matters for invited presenters and participants. Arrange and plan facilities, materials, and hospitality for consultants, presenters, partners and participants as they work in the school.
Manage the schedule/reservations of the learning lab meeting spaces.
Organize workshops, conferences offered to outside communities: planning facilities use, coffee breaks, security needs, payments of registration, sending out information, developing and delivering certificates.
Purchase, receive and organize national and international supplies, books and textbooks.
Create designs for workshop materials and internal signage.
Receive and manage mail.
**Requirements**:
Fluent in spoken and written English and Portuguese;
Previous experience as Administrative Assistant;
Complete Higher Education - Administration, Executive Secretarial, or related areas;
Previous event planning and organization experience;
Skilled with MS Office(word, powerpoint and Excel
Project management skills: independently plan and manage different projects simultaneously
Proactiveness and strong attention to detail;
Strong organizational, communication and interpersonal skills;
Skilled at time management and prioritization;
Adaptability and flexibility, thriving and being resilient in a changing environment and responding to emerging needs quickly.
Escolaridade Mínima: Ensino Superior
Formação desejada:
- Administração de empresas, Ensino Superior
- Secretariado, Ensino Superior
Idiomas:
- Inglês (Nativo)
- Português (Nativo)
- Telemedicina
- Convênio com Farmácia
- Estacionamento
- Seguro de Vida
- Vale-alimentação
- Assistência odontológica
- Academia no Trabalho
- Gympass
- Assistência médica
- Refeitório no local

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